Author: Linda Janet Tivane

To the CEO of SayPro, Neftaly Malatjie, Royal Committee Chairperson Clifford Legodi, SayPro Royal Chiefs and Human Capital

Kgotso a ebe le lena

SayPro Training Report
Report Title:Statics
SayPro Trained 06 Student Clients in SayPro System Development
Date of Training: 06 June 2025
Partner Institution: Department of social department
Facilitated by: SayPro Education Specialist

1. Overview of the Training Session

On 06 May 2025, SayPro Education successfully conducted a training session under the SayPro online in System Development for 06 student clients in partnership with Department of social department. The session aimed to equip participants with practical knowledge and skills aligned with the programme’s outcomes, contributing to personal, academic, and career development.

2. Programme Name & Description
   Programme Name: SayPro Online coures in System Development

Programme Description:
Build competencies in developing robust, scalable, and secure software systems.
Provide learners with hands-on experience in the system development life cycle (SDLC).
Prepare individuals for real-world roles in software engineering, IT systems analysis, and technical project management

3. Participant Demographics
   Category Details
   Total Participants 06 Students
   Age Group [ 18–25 years]
   Gender Breakdown [03 Female, 03 Male]
   Academic Background [ NQF Level 5 learners]
   Institution/Partner [Department of social development]
4. Training Methodology

The Students they were writing on the on inside the computer lap and i assissted them if they needed help.

5. Key Topics Covered
   List the main topics or modules addressed during the training.

Topic 1 – Basic Concept of programming
Topic 2 – Control Flow Statement
Topic 3 –Functions and Methods
Topic 4 –Data Structures

6. Learning Outcomes
   Summarise the intended learning outcomes and how they were achieved.
   The Students they were learning on their own they wrote thier Assessment after reading their learner guide.
7. Feedback Summary
   Summarise the participants’ feedback.
8. Challenges and Recommendations
   Mention any obstacles faced and suggestions for future improvements.
   None

Recommendations:

9. Trainer Details
   Name and Surname : Linda Janet Tivane
   Facilitator Role : Education Specilalist
   Contact Email : linda29lily@gmail.com
10. Conclusion

Prepared By:
Name: Linda Janet Tivane
Designation:
Organisation: SayPro Education
Date:06 June 2025

My message shall end here

Linda Tivane| SayPro Education Specialist SCHAR| SayPro

To the CEO of SayPro, Neftaly Malatjie, Royal Committee Chairperson Clifford Legodi, SayPro Royal Chiefs and Human Capital

Kgotso a ebe le lena

SayPro Training Report
Report Title:Statics
SayPro Trained 12 Student Clients in SayPro Online course SAQA 113836 ICT basic skills
Date of Training: 05 June 2025
Partner Institution: Department of social development
Facilitated by: SayPro Education Specialist

1. Overview of the Training Session

On 06 June 2025, SayPro Education successfully conducted a training session under the SayPro online SayPro Online course SAQA 113836 ICT basic skills for 11 student clients in partnership with Department of social development . The session aimed to equip participants with practical knowledge and skills aligned with the programme’s outcomes, contributing to personal, academic, and career development.

2. Programme Name & Description
   Programme Name: SayPro Online course SAQA 113836 ICT basic skills

Programme Description:
The SayPro Online Course in ICT Basic Skills aligns with South Africa’s SAQA Unit Standard 113836, offering foundational training in information and communication technology. This course is structured to enhance digital literacy and prepare learners for the workplace by covering essential ICT competencies

3. Participant Demographics
   Category Details
   Total Participants 11 Students
   Age Group [ 18–25 years]
   Gender Breakdown [06 Female, 05 Male]
   Academic Background [ NQF Level 3 learners]
   Institution/Partner [Department of social development ]
4. Training Methodology

The Students they were writing on the on inside the computer lap and i assissted them if they needed help.

5. Key Topics Covered
   List the main topics or modules addressed during the training.

Topic 1 – What is the internet
Topic 2 – Internet terms & Concepts
Topic 3 – Lesson Search engines

6. Learning Outcomes
   Summarise the intended learning outcomes and how they were achieved.
   The Students they were learning on their own they wrote thier Assessment after reading their learner guide.
7. Feedback Summary
   Summarise the participants’ feedback.
8. Challenges and Recommendations
   Mention any obstacles faced and suggestions for future improvements.
   None

Recommendations:

9. Trainer Details
   Name and Surname : Linda Janet Tivane
   Facilitator Role : Education Specilalist
   Contact Email : linda29lily@gmail.com
10. Conclusion

Prepared By:
Name: Linda Janet Tivane
Designation:
Organisation: SayPro Education
Date: 06 June 2025
My message shall end here

Linda Tivane| SayPro Education Specialist SCHAR| SayPro

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SayPro Task: Provide Facilitators with Materials, Session Objectives, and Engagement Tools

Objective:
Equip facilitators with all necessary resources, clear session objectives, and effective tools to ensure dynamic and engaging participant interactions throughout their sessions.

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Detailed Responsibilities:

1. Prepare and Distribute Session Materials
   • Compile all relevant materials for each session, such as:
     • Presentation slides or handouts
     • Activity guides or worksheets
     • Reference documents or background reading
     • Participant resource lists or follow-up materials
   • Ensure materials are accessible in various formats (PDF, PowerPoint, online links)
   • Send these materials to facilitators well ahead of the event date for review and preparation
2. Communicate Clear Session Objectives
   • Define and share specific learning goals and outcomes for each session
   • Explain how these objectives align with the overall event goals and participant needs
   • Encourage facilitators to tailor their delivery to achieve these objectives effectively
3. Provide Engagement Tools and Techniques
   • Share recommendations and access to tools to enhance interaction, such as:
     • Polling or quiz software (e.g., Mentimeter, Kahoot)
     • Breakout room guidelines for online platforms
     • Icebreaker activities and discussion prompts
     • Visual aids, multimedia, or interactive whiteboards
   • Offer tips on facilitation techniques to encourage participant involvement and maintain energy
4. Technical Support and Training
   • Arrange brief training sessions or tutorials on any tools or platforms to be used
   • Provide clear instructions and troubleshooting contacts for tech support
   • Offer rehearsals or practice sessions to familiarize facilitators with the tools
5. Ongoing Support and Check-ins
   • Be available to answer questions or provide additional resources as needed
   • Follow up before the event to confirm facilitators feel prepared and supported

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Expected Outcomes:

• Facilitators receive comprehensive, user-friendly materials tailored to their session needs.
• Clear session objectives guide facilitators in delivering focused, impactful content.
• Facilitators are confident and skilled in using engagement tools to create interactive, participant-centered sessions.
• Overall participant experience is enriched by effective facilitation and meaningful engagement.

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Here’s a detailed breakdown of the SayPro task for sharing event guidelines and expectations with facilitators:

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SayPro Task: Share Event Guidelines and Expectations with Facilitators

Objective:
To ensure all facilitators clearly understand and align with SayPro’s goals, standards, and expectations for the event, fostering a consistent and professional experience for attendees.

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Detailed Responsibilities:

1. Develop Comprehensive Event Guidelines
   • Prepare a clear, concise document or presentation that covers:
     • SayPro’s mission and core values related to the event
     • Event objectives and desired outcomes
     • Expected conduct and professionalism standards for facilitators
     • Audience demographics and engagement goals
     • Session formats and timing expectations
     • Technical requirements and protocols (e.g., use of AV equipment, online platforms)
     • Accessibility and inclusivity standards
2. Distribute Guidelines to Facilitators
   • Send the event guidelines to all confirmed facilitators well in advance of the event
   • Accompany the guidelines with a personalized message emphasizing their importance
   • Provide contact information for any questions or clarifications
3. Facilitate Alignment and Understanding
   • Schedule a group meeting or individual calls to:
     • Review key points of the guidelines
     • Answer any facilitator questions
     • Discuss how their session can best support SayPro’s goals
     • Address any concerns or adjustments needed
4. Provide Supplementary Resources
   • Share any additional materials that reinforce expectations, such as:
     • Sample session outlines or best practices
     • Code of conduct
     • Communication protocols with attendees
     • Branding and messaging guidelines
5. Monitor Compliance and Readiness
   • Request facilitators acknowledge receipt and understanding of guidelines
   • Follow up to ensure their session plans align with expectations
   • Offer support or coaching if deviations or uncertainties arise
6. Ongoing Communication
   • Maintain open communication channels to reinforce guidelines leading up to and during the event
   • Provide reminders as needed, especially before rehearsals and event day

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Expected Outcomes:

• Facilitators clearly understand SayPro’s event goals and standards.
• Sessions are delivered in a manner consistent with SayPro’s mission and professional image.
• Facilitators feel supported and confident in meeting event expectations.
• Attendees experience a cohesive, high-quality event aligned with SayPro’s vision.

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SayPro Task: Outreach to Facilitators and Speakers

Objective:
To ensure a smooth and well-prepared event by confirming the attendance of all facilitators and speakers and securing details about their workshop topics, session formats, and any special requirements.

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Detailed Responsibilities:

1. Identify and Organize Contact Information

• Compile a list of all invited facilitators and speakers with their:
  • Full name and title
  • Organization or affiliation
  • Email address and phone number
  • Preferred method of communication

2. Initial Outreach

• Draft and send a formal outreach email or make a phone call to:
  • Confirm their participation in the upcoming event
  • Express appreciation for their contribution
  • Provide key event details (date, location, time, format – in-person/online)

Email should include:

• Event name and purpose
• Preliminary agenda or schedule
• Their assigned time slot (if known)
• Request for confirmation of attendance and session details

3. Confirm Workshop Topics and Session Details

• Ask facilitators/speakers to submit or confirm the following:
  • Title and brief description of their workshop or session
  • Learning objectives or key takeaways
  • Intended audience (youth, professionals, general public, etc.)
  • Preferred session format (presentation, panel, interactive workshop)
  • Duration and required time slot (if not yet assigned)

4. Collect Support Materials

• Request any additional materials needed for promotion and planning:
  • Professional biography (short and long versions)
  • High-resolution headshot
  • Presentation slides (if applicable)
  • Technical or logistical needs (e.g., projector, whiteboard, internet access)

5. Maintain a Confirmation Log

• Track responses using a shared document or spreadsheet:
  • Who has confirmed
  • Pending responses
  • Workshop topic submitted
  • Any special requirements or notes

6. Follow-Up Communications

• Send polite reminders to those who have not responded by a set deadline
• Answer any questions or provide clarification about the event
• Offer support for presentation development if needed

7. Final Confirmation Email

• Once attendance and topics are confirmed, send a follow-up email including:
  • Final event schedule and their time slot
  • Logistics (venue location, check-in procedures, online link if virtual)
  • Contact information for event coordination team
  • Technical rehearsal schedule (if applicable)

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Expected Outcomes:

• All facilitators and speakers are confirmed and committed.
• Clear workshop topics and session descriptions are collected for the event agenda.
• Necessary support materials are prepared in advance.
• Presenters feel informed, supported, and ready to deliver their sessions confidently.

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SayPro Task: Facilitator & Speaker Coordination

Objective:
Confirm the participation of all scheduled speakers and facilitators, ensuring they are fully prepared and informed about the event structure, content expectations, and logistical details.

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Detailed Responsibilities:

1. Speaker/Facilitator Confirmation
   • Reach out to all confirmed speakers and facilitators to:
     • Reconfirm their availability and time slots
     • Gather final presentation titles, bios, and materials (if applicable)
     • Obtain any special requirements (e.g., technical needs, accessibility considerations)
2. Information Sharing
   • Provide each speaker/facilitator with a detailed briefing pack that includes:
     • Event agenda and objectives
     • Their scheduled session time, duration, and format (e.g., presentation, panel, workshop)
     • Platform details and access links (for online sessions)
     • On-site arrival time and logistics (for in-person events)
     • Contact person(s) for support
3. Preparation & Alignment
   • Schedule one-on-one or group prep calls with each speaker/facilitator to:
     • Review the event flow and session expectations
     • Align on key messages and target audience
     • Clarify any logistical or technical concerns
4. Rehearsals (if applicable)
   • Organize technical rehearsals or dry runs with facilitators and tech support staff to:
     • Test presentations, slide transitions, and multimedia
     • Ensure comfort with tools used during the event (e.g., polling, screen sharing, breakout rooms)
     • Practice timing and coordination between multiple facilitators or co-hosts
5. Support Materials
   • Prepare and distribute relevant documents, such as:
     • Presentation templates or branding guidelines
     • Speaker cue sheets or moderator scripts
     • Emergency contact lists and backup plans
6. Ongoing Communication
   • Maintain regular communication leading up to the event:
     • Send reminders about deadlines and session times
     • Be available to answer questions or address concerns
     • Confirm final readiness 24–48 hours before the event
7. Event Day Support
   • Welcome and guide facilitators as they arrive (virtually or in person)
   • Ensure they are connected to the right tech setup and support
   • Monitor their sessions to provide live assistance as needed

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Expected Outcomes:

• All speakers and facilitators are present, prepared, and confident in their roles.
• Sessions run smoothly, aligning with the event’s objectives and timeline.
• Attendees benefit from a cohesive and professionally delivered experience.

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SayPro Task: Technical Coordination for Event Readiness

Objective:
Ensure seamless technology operations for both online and in-person attendees by working closely with the technical team to identify, troubleshoot, and resolve any potential issues prior to the event.

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Detailed Responsibilities:

1. Pre-Event Technology Assessment
   • Schedule and lead a technical walkthrough at least 48 hours before the event.
   • Review all equipment and digital platforms that will be used, including:
     • Audio/visual systems (microphones, projectors, speakers)
     • Internet connectivity and backup solutions
     • Video conferencing tools (e.g., Zoom, Microsoft Teams, etc.)
     • Presentation and display systems
     • Recording and streaming setups
2. Liaison with Technical Team
   • Collaborate with internal or external IT/AV teams to:
     • Confirm installation and functionality of all required technology
     • Review contingency plans for possible system failures
     • Assign point-of-contact personnel for immediate tech support on event day
3. System Testing
   • Conduct full-system test runs to simulate the live event, ensuring:
     • Online platforms support required interaction (e.g., Q&A, polling)
     • Audio/video clarity is verified from both ends (presenters and participants)
     • All presentation files are preloaded and compatible with the system
     • In-person and remote connection is synchronized with minimal lag or delay
4. Technical Rehearsal
   • Organize and oversee a technical rehearsal with speakers, moderators, and relevant support staff.
     • Guide them on how to use the platform/tools effectively
     • Test transitions between speakers and multimedia elements
     • Ensure familiarity with backup procedures
5. Contingency Planning
   • Prepare a checklist of common technical issues and their quick solutions.
   • Ensure backup equipment (e.g., microphones, laptops, dongles) is available and tested.
   • Provide support materials (e.g., login guides, troubleshooting FAQs) for participants and staff.
6. Event Day Oversight
   • Arrive early on-site or log in online well before the event starts.
   • Perform a final pre-event check of all systems.
   • Stay in close contact with the technical team throughout the event to immediately address any arising issues.

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Expected Outcomes:

• No disruptions due to technology failures during the event.
• Participants (both online and in-person) experience smooth and professional interactions.
• Technical issues, if any, are handled swiftly with minimal impact.

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SayPro Tasks: Virtual Platform Setup & Testing

Goal:
Ensure that the virtual environment for remote participants is fully functional, interactive, and seamlessly integrated into the SayPro website.

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1. Platform Selection & Integration

• Choose a reliable virtual platform (e.g., Zoom, Microsoft Teams, or another solution that supports integrations with web platforms).
• Embed access points for virtual sessions directly into the SayPro website (e.g., registration portal, event agenda).
• Integrate API or widgets (where available) to allow live video access, participant authentication, and content sharing from within the website.

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2. Configure Key Features

• Breakout Rooms:
  • Enable and configure breakout rooms for workshops or small group discussions.
  • Assign facilitators/moderators to manage each room.
• Digital Content Sharing:
  • Upload and test presentation files, videos, PDFs, or links participants will need.
  • Ensure screen sharing permissions are enabled for speakers and hosts.
• Chat and Q&A Tools:
  • Activate live chat, Q&A, and polling features for audience interaction.

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3. Pre-Event Testing

• Test All Technical Functions:
  • Audio and video quality
  • Screen sharing and content display
  • Breakout room transitions and participant movement
• Cross-Device Compatibility:
  • Verify functionality on desktop, tablet, and mobile.
  • Ensure smooth performance across browsers (Chrome, Firefox, Safari, Edge).
• User Simulation:
  • Conduct a mock event with internal staff or volunteers to simulate real user experience and identify issues early.

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4. Security and Privacy Settings

• Enable Waiting Rooms or Password Protection for all sessions to control access.
• Assign Co-Hosts or Moderators to manage technical flow and participant behavior.
• Ensure Compliance with privacy and data collection policies.

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5. Provide User Support Tools

• Add a “Tech Help” section on the SayPro website with:
  • Step-by-step instructions for joining sessions
  • Platform requirements (browser, internet speed, etc.)
  • Contact information for live tech support

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6. Final Go-Live Readiness Check

• Re-test all features 24–48 hours before the event.
• Confirm backups are in place (e.g., alternate meeting links or servers).
• Prepare facilitators with platform training and quick reference guides.

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Here’s a detailed description for SayPro Technology Setup focused on ensuring smooth virtual participation:

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SayPro Technology Setup

Objective:
To provide a reliable, user-friendly, and seamless virtual participation experience for all attendees accessing the event through the SayPro website.

Overview:
The SayPro Technology Setup process focuses on preparing and optimizing the technical infrastructure to support online attendees throughout the event. This includes setting up the necessary platforms, testing connectivity, and providing user support to ensure everyone can engage fully without disruption.

Key Tasks:

1. Platform Integration and Testing
   • Integrate a stable virtual event platform (e.g., Zoom, Microsoft Teams, or a custom solution) with the SayPro website.
   • Ensure easy access to virtual sessions via secure login or direct links embedded on the site.
   • Conduct thorough pre-event testing for video, audio, screen sharing, and chat functionalities to identify and resolve any issues.
2. Website Optimization
   • Optimize the SayPro website to handle increased traffic and streaming demands during the event.
   • Ensure the site is mobile-friendly and compatible with major browsers to accommodate diverse users.
   • Provide clear navigation and instructions for virtual participants, including FAQs and troubleshooting guides.
3. User Support and Communication
   • Set up a dedicated technical support team available before and during the event to assist virtual attendees.
   • Offer live chat, email, and phone support channels for quick problem resolution.
   • Send detailed pre-event communications with login instructions, system requirements, and best practices for virtual participation.
4. Security and Privacy
   • Implement security measures to protect virtual sessions from unauthorized access (e.g., password protection, waiting rooms).
   • Ensure compliance with privacy policies for data collected during virtual attendance.
5. Monitoring and Troubleshooting
   • Monitor the virtual platform in real-time during the event to promptly address technical issues.
   • Have contingency plans ready, such as backup servers or alternative streaming options, to minimize downtime.

Outcome:
By prioritizing technology setup and support, SayPro will deliver a smooth and engaging virtual experience that allows all participants to connect, learn, and contribute fully, regardless of location.

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SayPro Tasks: Special Requirements Collection

To ensure an inclusive and personalized experience for all attendees, the following tasks focus on gathering and responding to individual needs such as accessibility accommodations and workshop preferences:

1. Collect Special Requirements During Registration

• Registration Form Fields:
  • Include dedicated sections in the event registration form for:
    • Accessibility Needs (e.g., wheelchair access, sign language interpretation, visual or auditory assistance)
    • Dietary Restrictions (e.g., kosher, vegetarian, gluten-free, allergies—for in-person events)
    • Workshop/Session Preferences (ranked options or time slot selections)
    • Other Special Requests (open text field for unique needs)

2. Review and Categorize Submissions

• Data Management:
  • Organize incoming data into categories (e.g., accessibility, dietary, workshop choices).
  • Tag or flag any requests that require coordination with third parties (e.g., interpreters or venue staff).
• Team Briefings:
  • Provide the SayPro team and relevant facilitators with anonymized summaries of attendee needs to prepare accordingly.
  • Share only necessary information to maintain participant privacy.

3. Coordinate Accommodations

• Accessibility Arrangements:
  • Coordinate with the venue to ensure physical accessibility (e.g., ramps, accessible restrooms).
  • Arrange interpreters or special seating if requested.
• Catering Coordination:
  • Inform catering services of dietary requirements well in advance.
• Session Planning:
  • Use preference data to optimize workshop sizes and room assignments.
  • Notify participants if their first-choice session is full and offer alternatives.

4. Confirm with Attendees

• Follow-Up Communication:
  • Email participants to confirm that their special requirements have been received and will be accommodated.
  • Provide contact information in case they need to update their request or ask questions.

5. Track and Evaluate

• Create a Master List:
  • Compile a secure internal list of all special requirements to guide day-of-event logistics.
• Post-Event Review:
  • Collect feedback on how well participant needs were met.
  • Use this data to improve future events.

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